Exhibitor Support Programs

RHEUMATOLOGY WINTER CLINICAL SYMPOSIUM SPONSORSHIPS

Rheumatology Winter Clinical Symposium 09 wishes to acknowledge your level of support in the following ways:

Diamond Level Sponsorship ($100,000+) Your company will receive:
+ Two (2) exhibitor booths
+ Fifteen (15) exhibitor registrations
+ Recognition in the brochure and on-site signage

Platinum Level Sponsorship ($75,000+) Your company will receive:
+ Two (2) exhibitor booths
+ Ten (10) exhibitor registrations
+ Recognition in the brochure and on-site signage

Gold Level Sponsorship ($50,000+) Your company will receive:
+ One (1) exhibitor booth
+ Six (6) exhibitor registrations
+ Recognition in the brochure and on-site signage

Silver Level Sponsorship ($25,000+) Your company will receive:
+ One (1) exhibitor booth
+ Four (4) exhibitor registrations
+ Recognition in the brochure and on-site signage

Bronze Level Sponsorship ($10,000+) Your company will receive:
+ One (1) exhibitor booth
+ Two (2) exhibitor registrations
+ Recognition in the brochure and on-site signage

REGISTRATION FORM

Click HERE to register

We look forward to your participation and support.

Sincerely,

Artie Kavanaugh, MD Program Director

George M. Martin, MD Program Co-Director

Nicole M. Gomez Meeting Manager

Invitation to Exhibit

Rheumatology Winter Clinical Symposium 2009 invites you to participate in the Exhibit Program for this meeting. Rheumatology Winter Clinical Symposium offers exhibiting companies the opportunity to display their products and services to rheumatologists from all over the United States.

EXHIBIT DATES AND HOURS

Continental breakfast will be served daily from 7:30 am to 8:30 am. One 30-minute refreshment break per Scientific Session will be held in the Exhibit Area.

CATEGORIES OF EXHIBITS
The exhibit program is designed to provide rheumatologists with firsthand information about products and services specific to the area of rheumatology and to serve as a forum for updating the physician's knowledge of current technological advances in the field of rheumatology. The exhibit program is an integral part of
the overall education program for this meeting.

Rheumatology Winter Clinical Symposium will consider application for exhibit space for products and services in the following categories:

• Pharmaceuticals specific to Rheumatology (both prescription and non-prescription).
• Equipment and devices, that are designed for diagnosis and treatment of Rheumatologic conditions.
• Office equipment, record-keeping equipment, or services relating to the support of nonmedical aspects of the practice of rheumatology.
• Scientific educational publications.

CRITERIA FOR ACCEPTANCE
permission to exhibit may be granted to firms only if their proposed exhibit meets the following criteria:

1. The product or service relates specifically to the medical and scientific aspects of the practice of rheumatology;
2. The products or services to be displayed are safe when used in accordance with the instructions or recommendations of the applicant;
3. The products or services are capable of safely performing in accordance with the claims made by the applicant;
4. The products or services to be displayed contribute significantly to the education goal of the meeting.

APPLICATION DEADLINE
In order to be considered for first assignment of space, applications must be returned by October 1, 2008.

REVIEW PROCEDURES
Applications for exhibit space will be reviewed to determine whether they satisfy the criteria for acceptance. Also, please note the following:

1. Each applicant must supply specific information concerning the products or services to be displayed with the exhibit application.
2. When deemed necessary, Rheumatology Winter Clinical Symposium may request additional supporting data from the applicant.

BOOTH INFORMATION
All booths will be approximately 8’ x 10’ (80 square feet). To maintain uniformity and to prevent obstruction of view of adjoining booths, no solid or draped walls can be higher than eight (8) feet in the back and four (4) feet along the dividers and aisles. The price of the booth includes, in additional to the space itself for the entire exhibit, a lone line sign, showing firm name, and one (1) complimentary registration per booth.

The exhibit area is carpeted. Sufficient lighting is provided for adequate illumination in the exhibit area, but no individual electrical outlets are provided in the booth space. The appropriate electrical contractor to ensure that all safety requirements and fire regulations of the hotel are met must supply all electrical work. All draping or display materials of cloth must be fireproofed. Under no conditions will combustible oils or gases be permitted in the exhibit area.

ASSIGNMENT OF SPACE
All booths will be assigned on a first come, first served basis. preferences will be given to companies that also provide Rheumatology Winter Clinical Symposium with an educational grant.

PAYMENT
Booth fees are $1,800.00 USD per 8’ x 10’ area if space is booked prior to September 15, 2008. After September 15, 2008 there will be an additional charge of $200.00 USD per exhibitor.

Full payment must be submitted with the application for exhibit space. no application will be processed or space assigned until payment is received.

CONTRACTOR SERVICES
Once your deposit is received, you will receive information on any contractor services. All official contractors act in their own behalf in all arrangements with exhibitors and are not agents, employees or representatives of the Meeting. All services or material supplied by such contractors on order of the exhibitor will be billed directly by the contractor to the exhibitor. Therefore, the meeting does no assume any liability or responsibility for any act performed or omitted by such official contractors.

REGISTRATION
Registration forms will be sent to each exhibiting company with their exhibitor confirmation. These forms should be returned not later than October 30, 2008. no exhibitor will be admitted to the exhibit area without and exhibitor’s badge. Each exhibitor is allowed one (1) registration per booth without charge. Maximum of three (3) exhibitors per booth.

The Rheumatology Winter Clinical Symposium registration desk will be located adjacent to the meeting rooms and will be in operation during exhibit hours. Housing information will be included in the program book and mailed to you at a later date.

CANCELLATION/REFUND POLICY
Notification of an exhibitor’s decision to cancel must be mailed in writing on company letterhead to Rheumatology Winter Clinical Symposium. If written notification of cancellation is received by: October 31, 2008 Full Refund (less $100 fee); November 1 - November 30, 2008 50% Refund; after November 30, 2008 no provision for any refund.

SET UP AND DISMANTLING OF EXHIBITS
Exhibit Set-up        January 13    2:00pm-6:00pm

Exhibit Dismantle    January 17    11:00am-1:00pm

RULES AND REGULATIONS
By applying for exhibit space, a company agrees to adhere to all conditions and regulations outlined in this Invitation to Exhibit. The following rules and regulations have been designed for the benefit of all exhibitors. Rheumatology Winter Clinical Symposium requests full cooperation of the exhibitor in their observance. Please be sure that your promotional department or anyone else involved in the arrangements for your exhibit had a copy of these rules and regulations.

It is the responsibility of the exhibitor to guarantee that booth staff are aware of and adhere to these rules, and conduct themselves in a professional manner throughout the meeting. For your own protection please read the exhibitor rules and regulations outlined in the prospectus. Also, it is important to review these terms and conditions as well as any general information with your exhibitor representatives who will be staffing our booth on-site.

REGISTRATION FORM

Click HERE to register

ADDITIONAL RULES AND REGULATIONS

Advertising
Exhibit items, advertising literature or pamphlets that are distributed may contain only recognized indications and claims. Advertising in any media that particular products or services have been exhibited at the meeting or in a manner that could be construed as an endorsement by the meeting is prohibited.

Exhibitors shall not transmit nor permit anyone to transmit a description of any part of the meeting by means of radio, television, cable, videotape or other method of transmission of audio or visual reports with written consent.

Advertising materials cannot be distributed outside the exhibitor’s booth. This applies to distributing fliers, handbills, invitations, magazines or other advertising material to hotel rooms of meeting attendees. Distributing material in any part of the facilities used by the meeting is forbidden.

Badges
All representatives of exhibiting firms must register and wear the official exhibitor’s badge for admission to and while in the exhibit hall. Company badges will not be accepted in lieu of the official badge. Exhibitors may not deface or mark badges in any manner. Affixing stick-on items, punching, stamping or marking badges is not permitted. Individuals who do not have badges will not be permitted into the exhibit area.

Booth Activities/Demonstrations/Audiovisual Presentations
The exhibitor is permitted to demonstrate the firm’s equipment and to make information presentations regarding the product line or service in the booth. However, other attention getting devices in the form of entertainment, or demonstrations of non-product items or services must be approved in writing by the Meeting Manager. Only such activities which, in the discretion of the Meeting Manager, are in keeping with the professional deportment of the technical exhibits program will be permitted. All demonstrations shall be confined to the space allocated each exhibitor. The use of other than closed-sound systems will be permitted only with the prior approval of the Meeting Manager. Any exhibit may be closed if deemed by the Meeting Manager to have an excessive noise level.

Contests and Drawings
Prize contests, awards, drawings, raffles or lotteries of any description held at any time or place within the auspices of the meeting are not permitted. Attendees may not be registered for drawings, raffles or lotteries, which might be conducted. Gaming devices of any description are not allowed in the exhibit hall.

FDA Regulations
Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approved requirements. Exhibitors are reminded that the FDA prohibits the advertising or other promotion of investigational or unapproved drugs or devices. The FDA also forbids the promotion of approved drugs or devices for unapproved uses. In addition, under FDA rules, the background of the exhibit must show the generic name of any drug products featured.

Smoking
Rheumatology Winter Clinical Symposium has established a non-smoking policy for the meeting. This applies to the entire meeting. Thank you for not smoking.

Hospitality Functions
Prior Rheumatology Winter Clinical Symposium approvalis required for all exhibitor hospitality functions. Hospitality functions cannot conflict with official Rheumatology Winter Clinical Symposium activities and must have no formal marketing, production demonstrations or scientific presentations. no exceptions to this rule will be allowed. Requests for such activities must be submitted in writing to the Meeting Manager prior to November 30, 2008. The request must specify date, time and location as well as type of function and anticipated attendance.

Subletting/Sharing of Space
No part of any exhibit space assigned to an exhibitor may be reassigned, sublet or shared with any other party by the exhibitor.

Shipping Information
Shipping information will be sent to you upon receipt of your deposit. Exhibitors are responsible for all fees associated with shipping materials.

Insurance
It is the responsibility of each exhibitor to maintain such insurance against injury to person or damage or losses of property in such amounts as the exhibitor deems adequate. Insurance protection will not be provided to the exhibitor either by Rheumatology Winter Clinical Symposium or the Hotel.

Security
Watchmen will NOT be available. The exhibit hall entrances will be closed after exhibit hours each day.

There is not to be any assumption of obligation or duty with respect to the protection of the property of the exhibitors, which shall at all times be the sole responsibility of each exhibitor.

Liability and Indemnification
The exhibitor will be fully responsible for any claims, liabilities, losses, damages or expenses relating to or rising out of any property of exhibitor or any other property where such injury, loss or damage is incident to, arises out of, or is in any way connected with exhibitor’s participation in Rheumatology Winter Clinical Symposium. Its officers, directors, agents and employees and the Hotel and its agents, servants and employees from and against any and all such claims, liabilities, losses, damages and expenses; provided that the foregoing shall not apply to injury, loss or damaged by or resulting from the negligence or willful misconduct of Rheumatology Winter Clinical Symposium, its officers, directors, agents or employees or of the Hotel and its agents, servants or employees. In case any part of the exhibition hall is destroyed or damaged so as to prevent Rheumatology Winter Clinical Symposium from permitting and exhibitor to occupy assigned space during any part of the whole of the exhibition period, or in case occupation of assigned space during an part or the whole of the exposition period is prevented by strikes, Acts of god, national emergency or other cause beyond the control of Rheumatology Winter Clinical Symposium, then the exhibitor will be charged for space only for the period the space was or could have been occupied by exhibitor; and the exhibitor hereby waives any claim against Rheumatology Winter Clinical Symposium, its directors, officers, agents or employees for losses or damages which may arise in consequence of such inability to occupy assigned space.

Interpretation and Application of Rules and Regulations
All matters in question not specifically covered by these rules and regulations are subject to the decision of Rheumatology Winter Clinical Symposium through its board. Exhibitors agree to comply with all subsequent reasonable rules adopted by Rheumatology Winter Clinical Symposium. Rheumatology Winter Clinical Symposium may grant permission to exhibit, subject to such special conditions or limitations, as it deems necessary to assure that an exhibit satisfies the basic criteria for technical exhibits.

REGISTRATION FORM

Click HERE to register

Administrative Office:
Rheumatology Winter Clinical Symposium 2009
41 East Lipoa Street, Suite 21 Kihei, HI 96753

Contact:
Phone 858-385-0785 • Fax 858-683-2027
Email information.services@r-w-c-s.com